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Emeritus Action

When an academic senate faculty member retires he or she is conferred an appointment as Emeritus. 

Contents


Intro

If non-senate academic retirees wish to be appointed as emeritus they must request emeritus status. Approval from the Vice-Provost – Academic Personnel needs to be received prior to entry of an emeritus appointment for non-senate academics. The policies and procedures can be found in the Academic Personnel Manual (UCD APM 120). Questions regarding the emeritus process should be directed to the analyst in your dean’s office.

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Before you start

  • The appointee must be separated from employment before the emeritus appointment can be added (follow instructions for separations using the Separation bundle).
  • Obtain the required administrative approvals for the conferral of emeritus status to non-senate members.

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Step-by-step

Step 1 - Navigate to Emeritus Bundle

Type EMER in the Next Func field, enter employee ID in ID field, press Enter to navigate to the bundle.

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Step 2 - The ESEP Screen - Separation

Fields

Data Information

Last Day on Pay

Enter an * to delete this information

Separation Date

Enter an * to delete this information

Future Institution Code

Enter an * to delete this information

  • Press Enter to confirm the information.
  • An Employee ID will appear on the screen and you will get a message (in yellow) that the input has been accepted.
  • Press F11 to move to the EPER screen.

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Step 3 - The EPER Screen - Personal - Miscellaneous

Fields

Data Information

Assigned BELI Code

Do not change this field. See note in Step 10.

Effective Date

Do not change this field. See note in Step 10.

  • Press Enter to confirm the information.
  • Press F11 to move to the ETAX screen.

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Step 4 - The ETAX Screen

Review and enter as requested, usually no entry is needed.

Fields

Data Information

Federal Marital Status

Enter the federal marital status from the employee's W-4.

Federal Personal Allowances

Enter the number of federal personal allowances from the employee's W-4.  One (1) allowance is entered as 001

Maximum Withholding

DO NOT CHANGE THIS FIELD.

California State Marital Status

Enter the state marital status from the employee's W-4

California Personal Allowances

Enter the number of state personal allowances from the employee's W-4. One (1) allowance is entered as 001

California Itemized Deductions

Enter the number of state itemized deductions from the employee’s W-4

California Maximum Withholding

DO NOT CHANGE THIS FIELD

Additional Federal Tax Withholding

Enter additional federal tax that the employee would like deducted monthly (i.e. 120.00). This information is on the W-4. Once hired the employee can change this information on UC AtYourService.

  • Press Enter to confirm the information.
  • Press F11 to move to the EAPP screen.

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Step 5 - The EAPP Screen - Entering an appointment

The appointment number uniquely identifies an appointment and its associated data. See Appointments and Distributions for additional information.

Tab or move cursor to the command (===>) line. Enter ADD A to add the appointment with a system generated appointment number. Press Enter to continue.

Fields

Data Information

Appt

A system derived appointment number will automatically populate the Appt field.

Actions

The cursor will be positioned in the Actions field. This field is used to enter action codes that identify the activity or change of information that is occurring at the appointment level. Enter Action code 14.

Pgm

The system will derive the Personnel Program from the title code

Type

Enter the code representing the employee'’'s appointment type status associated with the appointment. The type code for all academic appointments is a 5.

Basis

This is the same number of months (either nine or eleven) recorded in the previous faculty appointment prior to retirement.   Enter 09 for an academic year appointment and enter 11 for a fiscal year appointment.

Paid Over

This is the same number of months recorded in the previous faculty appointment prior to retirement.  Salary is usually calculated over either a 9- or 12-month period.  Enter 09 for those receiving salary on a 9-month basis and 12 for those receiving salary on a 12-month basis.

A chart explaining basis/paid over can be found on the Academic Personnel web page.

Appt Begin

Enter the date the employee's appointment becomes effective, formatted as mmddyy

Appt End

An Emeritus appointment should have an indefinite end date, enter 999999.

Dur

Duration of Employment Codes.  Enter I for indefinite.

Additional information is available on the Benefits Duration Indicator chart

Title

Enter the 4-digit numeric title code for this position. Additional information can be found on the Academic Personnel web page.

Time

Enter the code that represents the method of reporting time worked in an appointment. Enter W for Without salary, no timesheet

Lv

Enter N for the leave accrual code For further information see the Leave Accrual Codes charts on the PPS website. 

  • Tab or move cursor to the command (===>) line

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Step 6 - The EAPP Screen - Entering a distribution

The distribution number uniquely identifies a payroll distribution associated with an appointment. See Appointments and Distributions for additional information.

Tab or move cursor to the command (===>) line. Enter ADD D to add the distribution with a system generated distribution number. Press Enter to continue. A system generated number will automatically populate the Dist field.

Fields

Data Information

C/Account/Sub-A/Obj/Sub-O/Project

Enter the full accounting unit (FAU) to which pay will be charged. The FAU must already be established in DaFIS. Required fields are C/Account/Object Consolidation (SUBG, SB01, SB03, etc).  Note:  Davis has four location codes, 3, L, H & S.

Pay Begin

Enter the date the Emeritus appointment should start

Pay End

Enter the date the Emeritus appointment should end, enter 999999 for an indefinite appointment.

DOS

Description of Service. Enter the code that represents the type of pay. Enter WOS for without salary.

  • Press Enter to confirm the information.
  • Press F11 to move to EPD1 screen.

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Step 7 - The EPD1 Screen - Employee Individual Personal Data 1

Fields

Data Information

Date of Birth

Do not make any changes to this field

Sex

Do not make any changes to this field

Ethnic

Do not make any changes to this field

Veteran

 Do not make any changes to this field

Disabled Status

 Do not make any changes to this field

Citizenship Status

 Do not make any changes to this field

Student Status

Do not make any changes to this field

No. of Reg. Units

Do not enter information in this field.

VISA Type

 Do not make any changes to this field

VISA/Work Permit End Date

Do not make any changes to this field

Retirement System Code

Do not make any changes to this field.

FICA Eligibility Code

 Do not make any changes to this field

  • Press Enter to confirm the information.
  • Press F11 to move to the EADD screen.

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Step 8 - The EADD Screen - Employee Address Data

Fields

Data Information

Permanent Address

Do not make any changes to this field unless employee has provided a new address

Home Phone

Do not make any changes to this field unless employee has provided a new phone number

Spouse Name

Do not make any changes to this field

Campus Release Codes

 Do not make any changes to these fields

Organization Disclosures

 Do not make any changes to these fields

Campus Address

 Do not make any changes to this field

  • Press F5 to update and add comments.

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Step 9 - The ECOM Screen

PAN comments

Enter the following in the Description of Content field of the PAN Comments screen:

  1. title code
  2. type of transaction – Emeritus status
  3.  notation of pre-approved exceptions (if applicable)

Note:  If the Preparer phone or email is incorrect, please add the correct info to your comment.

  • Press F5 to complete the update and send the PAN.

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Step 10 - Change BELI Information

Fields

Data Information

Assigned BELI Code

The BELI (Benefits Eligibility Level Indicator) code should not be changed until the month after the paid position has ended. At that time change the BELI code to 5.

Effective Date

The BELI (Benefits Eligibility Level Indicator) code should not be changed until the month after the paid position has ended. At that time change the effective date to the date Emeritus status became effective.

  • Press Enter to confirm the information.
  • Press F5 to update the transaction and add comments for the PAN.

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